sharepoint fest denver - practical tools and techniques for the sharepoint business analyst and...
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#SPFest @RHarbridge
Practical Tools and Techniques for the SharePoint Business Analyst &Information Architect
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Facilitated By: Richard Harbridge
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Who am I?
BostonWe Washington
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SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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Special Mention…
Ruven Gotz
@ruveng
spinsiders.com/ruveng
ruveng@navantis.com
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What We Will (Try To) Cover Today:
1. Why is SharePoint IA so difficult?2. Visualizing and Communicating SharePoint Concepts3. Information Architecture Tips and Tricks
This deck is already up on slideshare – and even larger decks can be found online at http://www.PracticalIntranet.com
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Why is SharePoint BA/IA so difficult?
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SharePoint is huge…
Communities
Search
Sites
Composites
ContentInsights
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The people stuff is complex…
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It started out simple
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Then it grew
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Then it got TOTALLY out of control!!
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Decision Makers Cant Seem To Agree…
Not as much as a kitten picture rotator!
We need a records management solution!
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The CFO Watches Costs Increase
Actually that requires a third party product..
Easy! Just need to customize one thing…
That requires enterprise CALs…
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IT Services Can’t Support The Flood Of New Requests
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Shared UnderstandingOf Objectives
#SPFest @RHarbridgeConcept Courtesy of Andrew Jolly
1 2
34
5
6 7 8 910
Abundance Of Helpful Data1. Area Map2. Our Direction3. Our Route4. Points Of Interest5. Our Route Risks6. Upcoming Action7. Distance/Time To Goal8. Estimated Duration9. Current Speed/Limit10. Current Road
The Destination Matters
What If We Haven’t Identified Our Destination/Goal?
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Identifying Our Objectives
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Abstract Objectives (Platitudes)
These are not good objectives!
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In Canada we learn this right after hockey appreciation in grade school.
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We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would
like to ‘imprv request rspnse time’ by…
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Legal Contract Solutions
• Contract Review Workflow• Request Contract Review Form• Integration with ClientDB• Client Contracts Site
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Prioritizing Objectives Requires Understanding Value And Difficulty
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The Simplest Prioritization Formula Ever…
Estimated Value
Estimated Difficulty
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Prioritization Example I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated ValueEstimated Difficulty
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Prioritize and Plan S.M.A.R.T. Objectives
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The Right ApproachTo Achieving Objectives
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What is the best approach to use when working with SharePoint?
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ITERATIVE APPROACH
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Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping,
and for proof of concept work. It ensures there is enough time to
review, adjust, and communicate.
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How people think it works…
Image from Paul Culmsee
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How it really works…
Image from Paul Culmsee
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SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
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Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…
SharePoint will be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
…
SharePoint will not be…
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Foundation
Standard
Enterprise
SharePoint has Multiple Options
2007
2010
Online
On Site
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It’s Big Ecosystem
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Implemented LegalContracts Solution!
Have we achieved our objective?
Implemented SharePoint!
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A Lesson Courtesy Of The Mars Rover
Primary among the mission's scientific goals is to search for and characterize a wide range of rocks and soils that hold clues to past water activity on Mars.
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Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
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Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
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Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
#SPFest @RHarbridge
Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
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Launch Minded People Think…
Pre Launch Launch
Don’t blow up!
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Pre Launch Launch Flight Landing
Post Launch People Think…Have we succeeded in gaining adoption?
Have we achieved our objectives?
What are our objectives?
How will we achieve them?
Don’t blow up!
What feedback are we getting?
How should we adjust our trajectory?
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Back to our friend the Mars Rover…
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Have We Achieved Our Goal?
Concept Courtesy of Andrew Jolly
Achieved Primary Objective
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How Important Was Launch?
Concept Courtesy of Andrew Jolly
Launch
How many people understood how much was involved in planning for launch?
How many people understood how much was involved after launch?
Post Launch
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Requirements Definition and Mapping
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What makes something a requirement?
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We can do that for $10
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We can do that for $1 Million
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The Power Of Zero $$ Change Orders
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SharePoint chicken & egg problem
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DON’T demo SharePoint
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Understand Their Workload & Identify Challenges
Communities
Search
Sites
Composites
ContentInsights
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OK to demo SharePoint
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Simple Scenarios Are Your Best Friend
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When To Demo SharePoint When you need help scoping requirements and
managing expectations. When you need help building awareness. When validating requirements and solution approaches. When you want to get people excited!
When Not To Demo SharePoint When you haven’t identified any of the audiences needs. When you aren’t familiar with the tool/feature set being
demonstrated.
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How do you scale this?
Send a questionnaire/survey before/after…
You have three primary goals:• Get people excited enough to respond in the
survey/questionnaire.• Evangelize a better way of doing things.• Better understand people’s needs/pain points.
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Visualizing and Communicating IA Concepts
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Adapted from the “pea soup” story by Serge Tremblay
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What is our Base Metaphorfor files?
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What if we saw this?
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Better…
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Solve with folders
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Hire an intern
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This is metadata!
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The #1 rule of SharePoint?
Never use folders
Except when it makes sense
ever
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Folders for Security
Permissions assigned per folder
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Customer Type• Lab• Hospital• Clinic• Mobile
Sector• Private• Public
Size• Large• Medium• Small
Location• Urban• Rural
University• Yes• No
Metadata
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Adding Metadata (when uploading)
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A SharePoint Simulation
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What are content types?
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Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Dates Requested:From __________To: __________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Name _________Emp. # _________Date _________
Drug Used:Name __________Cost: $ _________
Manager ________Approved Y/N
Vacation Request
Drug Reimbursement
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Both Content Types in One Library
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Content Types for:
Workflow,
Policy,Security
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Tools For TheInformation Architect
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Mind Mapping Demonstration
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Navigation workshops
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Navigational Map
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Navigation Systems• Global navigation• Local navigation• Breadcrumbs/Up One Level Control• Contextual navigation• Supplemental navigation– Sitemap
– A-Z Index
– Guides
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IBIS mapping demonstration
http://www.cognexus.org/
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What is Card Sorting?
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“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
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Why use Card Sorting?• Card sorting can help you identify trends– Do the users want to see the information grouped
by subject, process, business group, or information type?
– How similar are the needs of the different user groups?
– How many potential main categories are there?• What should those groups be called?
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Types of Card Sorting• Open Card Sorting– Participants are given cards showing site content
with no pre-established groupings.
• Closed Card Sorting– Participants are given cards showing site content
with an established initial set of primary groups.
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Open card sorting process
Ford
Ferrari
Rolls RoyceHonda
Snake
Gerbil
Mouse
Dog
Cat
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Results
Ford
Ferrari
Rolls RoyceHonda
Snake
Gerbil
Mouse
Dog
Cat
PetsCars
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But not always what you expect
Ford Ferrari
Rolls Royce
Honda
SnakeGerbil
Mouse
Dog
Cat
ScaryCute Domestic European
Japanese
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But not always what you expect
FordFerrari
Rolls RoyceHonda
Snake
Gerbil
Mouse
Dog
Cat
LuxuryAnimals Regular
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Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template
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Advantages of Card Sorting• Simple• Cheap• Quick to execute• Established• Involves users• Provides a good foundation
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Disadvantages of Sorting• Does not consider users’ tasks• Results may vary • Analysis can be time consuming• May capture “surface” characteristics only
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Document inventory workshops
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Analyze Existing Content• What type of content is it?
• How is the content organized today?
• What is the purpose of the content?
• Who is the author of the content?
• What format is the content in?
• Who uses the content?
• Where is the content currently located?
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Use Survey Tools!
Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful.
If you expect many responses use a survey tool instead.
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The Inventory Worksheet
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Build Mind Map (based on inventory worksheet)
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Wireframing, andProcess Mapping
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Wireframing Workshops
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Balsamiq
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Common Intranet ComponentsComponent Name PurposeMessage from the President/Owner/Founder InformativeNews and Announcements InformativeBlog Updates InformativeWiki Updates InformativeSystem Status InformativeUpcoming Events/Calendar InformativeNew Hires/Arrivals InformativeEmployee Anniversaries/Milestones/Years of Service InformativeRecent Departures/Retirements InformativeVideos InformativePhotos InformativePodcasts InformativeStock Quotes InformativeStock Chart? InformativeWeather InformativeWorld Clocks/Office Time InformativeEmployee Spotlight InformativeContacts InformativeRecent Discussions InformativeQuick Links/Shortcuts/ NavigationSite Map NavigationTag Cloud NavigationSearch Box (Employee Search, Intranet Search, Etc) NavigationPolls FeedbackProvide Feedback Feedback
Component Name PurposeEmail This Page SharingPrint This Page SharingSearch Tips InformativeNew Job Openings/Postings InformativeQuick Start to Services NavigationHow do I/Training/Learning Materials InformativeAdvertisements InformativeNew Messages/Notes InformativeAvailability Dashboard InformativeUpcoming Calls/Web Meetings InformativeRecent Questions and Recent Answers InformativeCommunity Spotlight/Highlight InformativeSite/Department/Team Spotlight/Highlight InformativeInspiring Quote InformativeHighlighted/Urgent/Past Due Tasks InformativeMost Viewed Content InformativeMost Recently Contributed Content InformativeRecently Added Projects InformativeSurvey FeedbackBookmarked Content InformativeTop Searches InformativeDiscounts (Organizational for Retail) InformativeSales Goals InformativeVisitors/People Out Of Office InformativePhone List Informative
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Balsamiq DEMO
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Business Process Workshops
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Visio 2010 Demo
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Common Intranet Processes• Absence Reporting and Vacation Scheduling• Expense Reimbursement• Equipment and Room Reservation and Management• Meeting Planning and Management• Policy Review and Approval• Booking Travel• Interview Management and Hiring Processes• Training Sign Up and Management• Event Planning• Change Request Management• Timecard/Time Tracking• Product Planning• Help Desk Ticket Management• Compliance Support• Contacts Management• Inventory Tracking• Lending Tracking• Sales Lead Pipeline
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Roadmap
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Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: Richard@RHarbridge.com
Slides & SharePoint Resource Kit Available At: http://Learning.AllinConsulting.com/ILTA
How Do You Ensure Success?Shared Understanding and Value Lead To Shared Commitment…
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MakingInformation Architecture
Decisions
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The Importance of Making Good Information Architecture Decisions
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Governance and IA?
Home Page
Functional Areas
Department Site – “Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open to all employees
TEAM SITES: Generally open to team members
Tightly controlled,
formal governance
Looser control, less formal governance
Some control, some formal governance
“PRIVATE” SITES: Open to business group members
Animated Slide Provider: Susan Hanley
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Recommended Approach
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Incorporate Feedback PlanningCouldn’t Find What You Were Looking For? Let Us Know (On Search Pages)
Do You Like The New Homepage Design? Click I Like It or Leave A Note!(Simple front end code/webparts means users don’t even have to go to the ribbon.)
Intranet Design or Improvement Contests
Want More? Give Users a Bookmark Feature and Analyze User BookmarksBlog New Features/Changes
and Encourage Comments
Provide Feedback Button & Custom List
How about a site review process where you encourage feedback?
#SPFest @RHarbridge
SharePoint Containment Hierarchy
Documents, Items and Pages
Folders and Document Sets
Libraries and Lists
Sites
Site Collections
Databases
Web Applications
Servers
Farm
What we care about from an information architecture perspective.
#SPFest @RHarbridge
SharePoint Containment Hierarchy
Metadata
ItemDocuments, Events, Pages, Custom Item, Image, etc.
Folders and Document Sets
ListsDoc Libraries, Pages, Calendars, Discussions, Surveys, etc.
SitesTeam Sites, Publishing Sites, Meeting Workspaces, etc.
Site Collections
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Site Collection or Site (Subsite)?
OR
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Site Collection
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Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
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When To Use A Site Collection
Site Collection 1 Site Collection 2
Webparts &Aggregation
Webparts &Aggregation
Masterpages &Page Layouts
Masterpages &Page Layouts
Search Across Site Collection Boundaries
Navigation Navigation
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When To Use A Site Collection
Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Group Z
Collection Admin Y
Collection Admin Z
Site Collection 1 Site Collection 2
#SPFest @RHarbridge
Purpose of a List?• To Replace Excel
Spreadsheets
• To Track Complex Input From Multiple People
• To Centralize Storage and Retrieval of Content
• To Provide Validation, Easy To Use Online Forms
• To Reduce Duplication of Effort
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One List or Multiple Lists?
OR
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When To Use a Single List• You want to simplify viewing the same set of
items. (When dispersed across many lists it requires additional effort to aggregate the lists).
• You want to search for items in the same location.(When dispersed across many lists it requires additional effort to configure search scopes).
• You want to easily apply consistent versioning, approval, metadata or form settings.
• You want to receive consolidated updates on the collection of items (alerts or RSS).
#SPFest @RHarbridge
When To Use Multiple Lists• You don’t expect people to need summaries of
the items together.(When dispersed across many lists it requires additional effort to aggregate the lists).
• You need to apply different versioning, approval, metadata, or form settings.
• You want to distribute management of versioning, metadata, workflows or form settings.
• You do not need to receive consolidated updates (alerts or RSS).
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Advanced Uses Of Lists
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Calendar or Calendar View? Capabilities Calendar list Calendar view Supports direct creation and editing of calendar entries. Yes No
Supports calendar overlays and group calendars. Yes Doesn't apply Supports future dates without requiring creation of a stub. Yes No
Can view future dates once 'stubs' are created in the library or list. Doesn't apply Yes
List or library updates affect the calendar. No YesCalendar updates affect the list or library. Yes Not typically Simplest option if you already have a list that includes a date option. Yes
http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554
#SPFest @RHarbridge
One Library or Multiple Libraries?
OR
#SPFest @RHarbridge
When To Use a Single Library• You want to simplify viewing the same set of
documents. (When dispersed across many libraries it requires additional effort to aggregate the libraries).
• You want to search for documents in the same location.(When dispersed across many libraries it requires additional effort to configure search scopes).
• You want to easily apply consistent versioning, approval, metadata or form settings.
• You want to receive consolidated updates on the collection of documents (alerts or RSS).
#SPFest @RHarbridge
When To Use Multiple Libraries• You don’t expect people to need summaries of
the documents together.(When dispersed across many libraries it requires additional effort to aggregate the libraries).
• You need to apply different versioning, approval, metadata, or form settings.
• You want to distribute management of versioning, metadata, workflows or form settings.
• You do not need to receive consolidated updates (alerts or RSS).
#SPFest @RHarbridge
What Can You Do With A Document?
New/Upload
New Document
Upload Document
Upload Multiple Documents
New Folder
Collaborate
Edit Document
Check Out/Check In/Discard Check Out
E-mail a Link
View Version History
Alert/Notify Me
Manage
Edit Document/Folder Metadata (Title, Name, etc)
Manage Document Permissions
Delete Document/Folder
Re-Order Documents/Folders (Explorer View/Move
Documents/Copy Documents)
Download a Copy
#SPFest @RHarbridge
Require Check Out or Don’t?
OR
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How do we do it?
• Library tab• Library settings
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Require Check Out?
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Require Check Out?
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Require Check Out?
Not Enabled By Default
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Require Check Out?
When enabled bulk uploading or explorer view additions are checked out by default. Pro?
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Require Check Out?
Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.
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Require Check Out?
You cannot edit multiple documents in datasheet view.
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Require Check Out?
Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.
#SPFest @RHarbridge
Require Check Out?
Workflows and code must check the file out before being able to update it/it’s metadata.
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Require Check Out?
When required check out is enabled ‘storing files to local drafts’ is an enabled option.
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Require Check Out?
Co-Authoring is disabled on libraries where check out is required.
#SPFest @RHarbridge
• Office 2007 and Office 2010 let’s the user know it is being used by someone else.
• This eventually times out. (15 mins on XP – 60 mins on Vista/Win7)
• Other formats don't notify user.
Don’t Require Check Out?
#SPFest @RHarbridge
Require Check Out?• You do not need to co-author documents.• You do not need to bulk update metadata.• There is typically a high number of people
updating the documents in this library.• Updates are made frequently to the same
documents by different people.
#SPFest @RHarbridge
• You do need to co-author documents.• You do need to bulk update metadata.• There are few people updating documents
in this library.• Updates are not made frequently to the
same documents by different people.
Don’t Require Check Out?
#SPFest @RHarbridge
List and Content Type Tip!
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Default Content Types and Metadata Values
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Navigating with Metadata Tip!
#SPFest @RHarbridge
Navigating with Metadata, not Folders
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Set up with Library Settings
#SPFest @RHarbridge
Configure Setttings
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Filters the list
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Document Routing Tip!
#SPFest @RHarbridge
Content Organizer and Routing
#SPFest @RHarbridge
Configure the router
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Configure settings
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Create Rules
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Create/Modify Rules
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Use the Drop-off Library
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Add a document
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Enter Metadata
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Detour: 2010 Metadata
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Back to Drop-off library
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Your document was moved
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Rules don’t apply…
#SPFest @RHarbridge
… it doesn’t get moved
#SPFest @RHarbridge
Folder or Metadata?
OR
#SPFest @RHarbridge
The #1 rule of SharePoint?
Never use folders
Except when it makes sense
ever
#SPFest @RHarbridge
What’s wrong with folders?
• Deep structures hard to navigate
• Finding stuff is hard• Figuring out where to put
stuff is even harder• Stuck with a rigid structure• Search is not the silver
bullet
#SPFest @RHarbridge
What’s the alternative?
#SPFest @RHarbridge
What’s the alternative?
#SPFest @RHarbridge
Metadata = No more folders
• Filtering• Views
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Really? No more folders? Ever?
• What situations would you use folders?• Subdivide large libraries/lists• Security/Permissions This is a favourite of mine
• Ease of use for users
Really? No more folders?Really?
#SPFest @RHarbridge
Downsides of Metadata
• No free lunch (there is pain here)• Awful architectural choices to make– Multiple site collections• Good Practice• Bad for Metadata
• Maintenance headache– Can be mitigated • Define at top level if possible
#SPFest @RHarbridge
Folders for easy permissions
• Create folder• Set permissions• Create view
without folders• Easy for users
(they only see what they are supposed to)
#SPFest @RHarbridge
Folders and Default Values
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The Sales document library
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Drill down into Military folder
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Drill down into Air-to-Ground
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Add a new document here
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Note: Some metadata prefilled
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How did we do that?
• Library tab• Library settings
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Column default value settings
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Select a folder and set defaults
• Note folder inheritance
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Set the default value
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in SharePoint 2010
• Managed Metadata Service• Share Metadata across site collections• Multilingual Metadata (big gotcha )• Hierarchical Metadata• Navigate via Metadata (already discussed)• Keywords/Folksonomy (Out of scope today)• Folders can assign default metadata
(already discussed)
#SPFest @RHarbridge
Term Store Management
#SPFest @RHarbridge
Adding Terms
#SPFest @RHarbridge
Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice• Leave “Available for Tagging checked”
#SPFest @RHarbridge
Term Store Manager
• Painful & Slow• Needs a better way• I created a ‘toy’ to try out some ideas• http://bit.ly/ruveng-mmts– Article links to other solutions (Excel)
#SPFest @RHarbridge
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CSV file for Import to Term Store
#SPFest @RHarbridge
To Sum Up…• SharePoint 2007– Folders BAAAAD!– Never use them– Except when the situation warrants
• SharePoint 2010– Folders GOOOOD!– Never use them– Except when the situation warrants
#SPFest @RHarbridge
Folder or Document Set?
OR
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Document Sets
Document Sets vs Folders
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Folders and Default Values
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Sets vs Folders
#SPFest @RHarbridge
Folders vs. Document Sets
Document Library
Document
Folder
Document
Document
Folder Folder Document
Document Set
Document
Folder
Folder
Document Set
Document
Document
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Sites vs Pages?
• See this great whitepaper by Susan Hanley and Scott Jamison
http://www.microsoft.com/download/en/details.aspx?id=12500
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Information Architecture Tips and Tricks
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Make it easier to work with
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Make it easier to work with
Powerful Columns You Probably Didn’t Know About
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Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea
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Choice vs Lookup Column
• Susan Hanley – At it again! http://cloud.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf
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Time Challengesin SharePoint Projects
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#SPFest @RHarbridge
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4 hours maybe?
How Long Will X Take You?
16? Way too much. 8 Tops.I better pick something in between…
Forgotten/Not Shared Now That We Have Our Magic Number
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Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate Confidence and Set Expectations
2-8 Hours!
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Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
2-8
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Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
OVERCONFIDENT
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Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
LESS CONFIDENT
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Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
ORWithin RangeActual Result
90% Confident
#SPFest @RHarbridge
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
=
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Visualizing Timelines
An easy way to create shared understanding of the impact estimates make on projects.
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Visualizing Existing Timelines
A great way to take existing project timelines and set stakeholder expectations or communicate impact of changes.
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IBIS Dialog Mapping
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Productivity Hub
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IUseSharePointDownload and install the ‘lunch’ and learn module - an interesting idea.
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SharePoint Permissions
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AD Groups or SharePoint Groups?
OR
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Advantages DisadvantagesSharePoint Group
• Not reliant on AD (if your AD is a mess)
• Distributed ownership and management options
• Managed by users• Can be managed by the
SharePoint Object Model• Members of these groups are
visible to users in SharePoint.
• Only used in SharePoint• Managed by (potentially)
untrained users• One more place to manage
security (independent of AD)• Cannot contain another
SharePoint group as a member.
Active Directory Group
• Managed by domain administrators
• Available in many systems• Centralized management and
easier removal
• Difficult to determine permissions assigned to people
• Requires lots of planning• Members of these groups are
not visible in SharePoint.• User can only be a member of
1024 AD groups (recursively).
SharePoint Groups vs AD Groups
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Item Level Permissions
Best Practi ces For Using Fine-Grained Permissions Whitepaper
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“Item Level” Permissions
Best Practi ces For Using Fine-Grained Permissions Whitepaper
#SPFest @RHarbridge
Web Level Permissions
Best Practi ces For Using Fine-Grained Permissions Whitepaper
#SPFest @RHarbridge
Targeted Code
Best Practi ces For Using Fine-Grained Permissions Whitepaper
New in SharePoint 2010 SPRoleAssignmentCollection.AddToCurrentScopeOnly
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Do you have a Taxonomy Strategy?
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Do you have a Support Strategy?
SharePoint Standards Online
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Do you have a Staffing Strategy?
Building A SharePoint Team
#SPFest @RHarbridge
Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: Richard@RHarbridge.com
Slides & SharePoint Resource Kit Available At: http://Learning.AllinConsulting.com/ILTA
How Do You Ensure Success?Shared Understanding and Value Lead To Shared Commitment…
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